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Staff enter the same data multiple times in scheduling, billing and payroll systems

On top of all this, companies are increasingly caught between a squeeze of tight margins, high customer expectations and a rapidly changing schedule.

At some point “status quo” no longer makes sense. Today, failure to implement affordable tools, that help plan schedules and manage disruptions, results in a loss of competitive advantage — and can even jeopardize contracts.

To illustrate, we can look at one prominent problem in the security industry: short-notice changes in the schedule arising from last-minute client orders, sickness among employees, cancelled shifts or changed shift locations. Consider some of the implications when workforce management tools are not available:

Beyond Efficiencies

A suitable workforce management system for security maximizes efficiencies in the planning, publishing and adjustment of shifts. It also goes beyond management-side functions; employee self-serve functions bring compound benefits. Employee self-scheduling allows employees not only to input their availability, but to assign themselves for the shifts that they would like to work – reducing staff scheduling time.

The Importance of an Integrated Solution

Security companies have a lot to gain from employee-operated schedule tools. Reliable tools that capture and display actual hours worked result in fewer errors, meaning fewer time-related pay disputes. These tools take the onus off management, enhance cost efficiency, and save on administrative overhead. From a client perspective, when the system can provide on-demand audits of actual security presence, the security company’s value increases.

Communication tools like mobile apps and interactive telephone portals go further still. Employees can get their schedule, get notes, and make their schedule needs known during convenient non-work hours. The result is shared knowledge about availability, and more buy-in from staff, without management intervention.

What’s Required

Today, security companies can select workforce management solutions tailored for their industry, with a feature set that matches their specific needs. Here’s a list of workforce management system features commonly requested by the security industry:

Automatic overtime and double booking notification

Qualifications tracking and enforcement

Flexible, configurable views in the scheduling platform

Audit trails of post coverage

Easy-to-use interface

Automated payroll data capture and cost forecasting

Automated alerts and rule checking

Ability to quickly adjust levels to reflect changes in demand

Performance and complaints tracking

Automation of routine communications

Management-focused reporting

Variance analysis tools

Integration with external enterprise tools

Conclusion

At the end of the day, security companies need a solution with an excellent return on investment.

The right solution will give your company’s planners, dispatchers and employees insight into problems that are timely and accurate. It should provide efficient tools both for planning and adjusting the plan and it should highlight relevant problems, while helping to automate compliance with business rules. Ultimately the software will help you save money, and free up management to grow the business.

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